Maker Toolkit National Maker Faire 2016
Welcome Makers!This is your resource center to guide you through the many details of exhibiting at Maker Faire.
We update the toolkit frequently. If you can’t find the information you need, please check back.
If you are a Sponsor, see the Sponsor Toolkit.
National Maker Faire Date & Location
- June 18 & 19, 2016
- University of the District of Columbia – Van Ness Campus
- 4200 Connecticut Ave NW
- Washington D.C. 20008
Check back for more information and links.
- May 27 — Entry Forms due. Apply late. Late applications are reviewed as space allows.
- June 10 — For exhibits with fire and/or safety concerns: submit a General Safety Plan and/or Fire Safety Plan.
- June 10 — Commercial Maker and Non-Profit / Agency / Cause or Mission Based Organization Payment Due. This is only for makers who fit these categories. If you are a Non-Profit, Agency, Cause or Mission Based Organization, please fill out this Information Form.
- June 10 — Your exhibit details Confirmation Letter will be sent via email.
- June 10 — Maker Sign edits due. See below.
- June 10 — Maker Entry Pass and instructions will be sent by email; Passes must be obtained before arriving for setup.
Set Up & Showtime
Plan to be ready by Saturday, June 18, 10:45am.
|Friday, June 17||SET UP 12:00pm – 5:00pm|
|Saturday, June 18||SET UP 8:00am – 11:00am||SHOWTIME 11:00am – 6:00pm|
|Sunday, June 19||SET UP 8:00am – 11:00am||SHOWTIME 11:00am – 6:00pm|
|Sunday, June 19||LOAD OUT 6:00pm – 9:00pm|
Helpful Documents & Links
- Maker Admin Tool NEW! See below.
- Tell the World You’ll Be at Maker Faire – Logos, Banners and Badges
- Commercial Maker Payment Link
- Non-Profit / Agency / Organization Payment Link
Preparing for Maker Faire
The Maker Toolkit is designed to help you navigate the logistics of Maker Faire, and most importantly, to help make your involvement in Maker Faire a positive, memorable event. Together we can make Maker Faire a truly unique, educational, safe, and extraordinary experience for all by adhering to the rules and regulations outlined in this manual.
Leading up to the show, you will receive Maker Newsletters, which are designed to keep you informed of key dates and information. You will also receive a Confirmation Letter outlining the details of your exhibit. Prior to arriving onsite, we expect that you have read this Maker Toolkit, that you will abide by the rules and regulations, and that we have agreed on the specifics of your exhibit as detailed in the Confirmation Letter.
LOCATION, MAKER AND EXHIBIT OVERVIEW
Maker Faire is not designed like any standard trade show or conference — it is a fun, interactive maze of demonstrations, exhibits, workshops, and displays. We have tried to keep it environmentally friendly and simple in design. Imagine the historical state fairs where everyone arrives with their wares and sets up their exhibit! We have different kinds of exhibit areas to accommodate the diversity of projects, and we encourage Makers to create their own look and feel.
Types of Locations
Outdoor Exhibit Area: Your exhibit space will be located on the grounds of the UDC’s Van Ness Campus and will vary in size depending on your requirements. We have a variety of outdoor spaces on concrete pavers. All of these spaces will have access to power if you have advised us in advance that you need it. Some are under a tent or have shade, while others are not. If you have an outdoor exhibit, we recommend that you bring a small tent or umbrella if you are sensitive to the sun. You will find out in advance if we place you under a large tent with other Makers.
Indoor Exhibit Area: Some Maker exhibits will be located inside. The spaces are subdivided into tabletop (~8×5), 10×10 or 10×20 areas unless you have stipulated that you need a larger area and/or you will curate your space with an association or a group of Makers.
Types of Makers
Maker: Individuals who demonstrate what they make and/or how it works, in an interactive environment. There is no exhibitor fee for standard Maker Exhibits.
Maker Groups: One exhibit with many Makers or many exhibits curated by one point person. We ask that you have one contact, a curator, to coordinate with our team. Please email us with your point person’s email and mobile number along with Project Name and Entry ID.
Non-Profit, Agency and Cause or Mission Based Associations, Institutions and Organizations: Large non-profits, agencies and cause/mission based organizations that are coming to Maker Faire to promote their organization qualify for highly discounted sponsor fee. The fee is negotiable and based on the organization’s annual budget and marketing intentions at Maker Faire. The Agency fee for a tabletop (~8×5) is $250 and a 10’x10′ space is $1,500. The fee does not include electrical, internet or other requirements. Payment is due by June 10. This statement does not apply to makerspaces or hackerspaces, which receive free exhibit space at Maker Faire. The Non-Profit, Agency and Cause or Mission Based Association fee is due by June 10. This statement does not apply to makerspaces or hackerspaces, which receive free exhibit space at Maker Faire.
Commercial Maker: Individuals show and demonstrate a product that they make and/or show how it works in an interactive environment with the opportunity to promote or sell products. The Commercial Maker Fee is $100, due by June 10. Commercial Maker exhibit fees include a 5 x 10 space, a table and two chairs. The fee does not include electrical, internet or other requirements. Additional tables and power are available at a cost on the online payment page. Email email@example.com for any questions.
Maker with Sponsor Subsidy: From time to time, some Makers may receive financial or material support from a company. This support is welcomed; however, there are rules around this level of support. Before you ask to receive sponsorship funds or materials for your Maker exhibit, please inform us by using “Sponsor Subsidy” in your subject line to firstname.lastname@example.org as full sponsor disclosure is required.
If you, your club and/or exhibit obtain approval from the Maker Faire Team and sponsor support; you will be able to offer one small sponsor appreciation sign with their logo, 4 inch x 6 inch maximum size, at your exhibit. You will not be able to offer any large brand recognition at Maker Faire or give away sponsor products or flyers. If your sponsor would like to upgrade their sponsorship and obtain brand recognition at Maker Faire, please contact us and we will be happy to work with them to accommodate their support in the Maker Movement.
Educators: This year, we are expanding the number of students we can reach and the quality of their experience by offering a variety of new programs any number of students can experience while at school or home. This change responds to visitor feedback while fulfilling our desire for a more inclusive experience for our ever-growing K-12 audience. We still hope to make it easy for teachers and students to join us in person for National Maker Faire 2016. These programs are in development. To hear more, sign up for our newsletter or email email@example.com.
Types of Exhibits
These are guidelines only, your exhibit may not fit exactly into one option below, and it may fit more than one.
Basic: A tabletop, small area, or 10×10 space to demonstrate what you make.
Activity Area: A hands-on, fun, interactive area that encourages audience participation to learn how to make or do something.
Demonstration Workshop: During a short show-and-tell session, Makers demo and teach particular skills, techniques, or processes, explaining materials and tools, stepping through a building process, sharing their knowledge, and interacting with the audience. Sessions are less than 30 minutes and may be repeated. Demonstrations will be done in your exhibit area.
Maker Groups: A group of Makers collaborate to curate a larger exhibit with several exhibitors. See above for more details.
Interactive Performance: A performer or group of performers who engage, entertain, and encourage fun interaction. The performance may be tied to a stage or roam through the fairgrounds as a kind of street theatre. Performances can be musical, theatrical, and/or involve a collaborative building process.
Roaming Exhibits: If you have an exhibit that will roam during the show, please let us know if you require a location for your use as a home base for non-roaming activities. If your roaming exhibit needs access to an electrical outlet, ask us about the charging station locations.
Attraction: A wonderful, unusual thing that doesn’t fit in to any of the categories above.
We will provide a table and chairs if requested in your application. Please plan to bring anything else that you would like to have, such as extension cords/power strips and any hardware or supplies that will help you display your project. We trust that you will supply any equipment or supplies you need to make your project functional. In some cases, the Maker Faire Production Team will assist with some elements of your setup as long as it has been agreed upon in advance. Please feel free to make signs for your exhibit that help the attendees understand what you are making!
NEW THIS YEAR! The Maker Admin Tool is a great way to manage your Exhibit Details. You can now view and edit all the answers you have submitted in your application until June 10. You can make changes to your exhibit, including electrical and tables/chairs. With the Maker Admin Tool you can also change the exhibit description, photo, or bio that appear on your Maker web page and your Maker Sign.
So that we are in agreement as to what you will require for your exhibit, please review the following details:
Signage: We will create a laminated sign for your exhibit and a Maker webpage on our website. Each 11×17 inch sign and webpage includes an image, project description, and short bio based on the project proposal you submitted. This information and a link to your Maker webpage will also appear on our mobile app.
Tables & Chairs: We will provide a table and chairs if requested in your application. Standard tables are 8ft x 30in folding banquet tables. We do not provide a cover. If needed, 6ft tables are available, but quantities are limited and must be requested in advance. We will provide a table and two chairs, unless otherwise requested in your application. Prior to the event, you will receive a confirmation letter listing the equipment we will provide for you. If you need additional items, please edit your application in the Maker Admin Tool. Requesting additional tables onsite is based on availability and will cost $10.00 per table. Additional chairs are no charge, but also based on availability.
Internet Connectivity: Wireless service will be available inside the UDC facilities and in limited areas outside on the grounds. Internet connectivity in the WiFi areas is not guaranteed. The wifi requirements that were stated in your application were taken into careful consideration during placement. If your project could interfere with our wireless service, please let us know so we can accommodate you and your faire neighbors. In most cases, a hardwire connection will not be available. If you must have a hardwire, notify firstname.lastname@example.org asap. There is very limited availability and a significant cost for this service.
Electrical: If you provided details of your power requirements, we will make certain you have power available at your exhibit area. Please bring your own extension cords, surge protectors and/or power strips for power distribution at your exhibit. On-site power requests cannot be guaranteed. Any excessive power will require approval.
- Understanding your power usage is important: To ensure you have adequate power onsite, it’s essential we know in advance the specific amount you need. To find the total amperage you require, find the amperage listed on the back of each piece of equipment you plan to bring onsite. Then, add up the amps and round up to the closest amperage listed in the Entry Form. Please check your equipment, and don’t guess. We thank you in advance. The power requirements may be listed on the back of the item in question, on the converter box, or on the electrical plug itself.
- Voltage: In North America, normal house and building power is 120 volts. (Large machinery may require 220 volts. If you need a 220v, tell us what phase you need.)
- Amperage: After you determine the voltage you require (see above), we need to know how many amps you will be using at that voltage. If an item only lists watts and not amps, you can quickly convert watts to amps by dividing the watts by volts (Watts / Volts = Amps.)
- Examples: A 500-watt light bulb requires approximately a 4.2A (A=amps) on a 120V (normal US) circuit: 500/120= 4.2. Here’s a list of average amperage for common Maker Faire items: Laptop ~2A, Sewing Machine ~0.6A, Lights ~0.3A-2A, 3D Printer ~10-20A, Arduino ~0.1A, cellphones/tablets ~0.5A-2A. Please total up the power needed and make a specific selection from the list provided in the Entry Form.
Maker Entry Passes
Maker Entry Passes and Tickets: On June 10, we will email details about obtaining your Maker Entry Passes.
All Makers and Maker assistants must have their Maker Entry Pass before arriving onsite. (Passes can be printed or preloaded on your device.) It is important for our advance planning that all participants have passes prior to the event. We are no longer able to accommodate additions at Maker Check In. If any problem arises while obtaining your passes, and the issue has not been resolved in advance, come to the Maker Service Center.
Each standard exhibit receives:
- Maker Entry Passes
- maximum quantity: 5
- for Maker(s) and assistant(s) ONLY
- to qualify, team members must work at your exhibit for 6 hours or more
- Fri, Sat & Sun entry pre-show/set-up and show hours
- If you have a large, interactive exhibit and require more passes, there will be form for that soon.
To obtain your Maker Entry Passes:
- Wait for your specific Eventbrite Promotional Codes sent by email on June 10. Only the lead contact for each exhibit will receive this email. If it is after June 10, email email@example.com.
- The Maker Ticketing Site is different than the general admission ticket site. A link to the Maker Ticketing Site will be provided on June 10. Please note: Passes and tickets will not appear on the Eventbrite site until you enter a code by clicking on the text “Enter Promotional Code”.
- After finishing the Eventbrite process, your passes and tickets will arrive by email.
- If you have other Makers or assistants, share the codes as necessary (quantities are limited) or obtain all of the passes yourself, and distribute them after they arrive in your email inbox.
- Print and bring your pass/ticket to Maker Faire. Each pass/ticket can only be used one time. You will receive a wristband in exchange for your Maker Entry Pass.
- Maker Entry Passes are necessary FROM FRIDAY THROUGH SUNDAY and can be used at ANY gate.
- More details can be found in the FAQ of the Maker Ticketing Site. A link to the site will be provided on June 10.
I can’t find my promotional codes to get my passes or tickets. What do I do?
The codes will be sent to the exhibit lead by email on June 10. They will be sent to the same address as all other communications. If you can’t find them after June 10, search your spam and inbox for an email with the subject: Maker Newsletter: Maker Entry Pass and Ticket Codes. If you still can’t find the email, email firstname.lastname@example.org with the subject line: CODES: (Your Project #) and (Your Project Name).
One of my assistants changed. How do I change the Maker Entry Pass to the new name?
The name on the ticket does not have to match the name of your assistant. If you’ve already sent the e-ticket to your previous helper, ask him/her to forward it to your new assistant. It can only be used once. You do not need to notify us of the change.
Do I have to print my pass or can I bring my e-ticket on my phone or tablet?
Yes, you can bring your pass on your phone or tablet, but it may be easier and foolproof if you print it out. If you decide to keep them on your phone, please download the Eventbrite attendee app.
Shipping, Travel Tips and Resources
We kindly ask that you take the time to complete this form if you are shipping anything for National Maker Faire 2016. There is no direct shipping to the show site.
- June 14 (4pm) — Shipments must arrive at the SLI Freight advance warehouse
- June 21-24 — Pre-arranged pickups with SLI Freight
Note: No courier other than SLI Freight has freight access to the show site
Inbound Shipments & Deliveries
- There is no direct shipping to show site. All shipments and deliveries must be received at the SLI Freight Advance Warehouse by June 14th, 4pm.
– Complete the SLI Freight Shipping & Material Handling Form here and submit to SLI Freight, Inc. at email@example.com.
– If using your own carrier, use the provided Shipping Labels on all pieces, with a consistent company name.
– Items will be delivered to your booth on set-up day, Friday June 17. Please see your Area Manager when you check in to inquire about your shipment.
- Shipping Address: All shipments to arrive by June 14th, 4pm
National Maker Faire 2016
C/O SLI FREIGHT
Project – [Your Name & Exhibit ID]
44901 Falcon Place #102
Sterling, VA 20166
[Your Cell Number Here]
Box #1/total number of boxes
- There are no freight pickups from the show site. All outgoing shipments with your own carrier will be transferred to the SLI Freight warehouse. Schedule pickups for Tuesday, June 21st through Friday, June 24th.
– The University of the District of Columbia and the Maker Faire Production Team will not be held responsible for any items left at the site after 9:00 pm on Sunday, June 19
– Outgoing shipments must have a completed Bill of Lading/Outbound form submitted and returned by end of show on Sunday evening. Complete this form in advance here and submit to SLI Freight, Inc. at firstname.lastname@example.org.
– On Sunday evening teardown, completely pack up and label all of your materials, and leave it in your booth space for SLI Freight to collect. You will need to bring your own packing materials, tape, labels, pallet wrap, etc.
– You can also make shipping arrangements directly with SLI Freight to store or transport your materials to the point of origin or next show!
- Make sure to clearly label each box with your Name, Project ID #, Onsite Cell Phone Number and Piece Count (1/2, 2/2, etc…)
- Most boxes look the same, especially at Maker Faire!
Consider adding writing, colors or any other easily identifiable marks to your shipment.
**There will be surcharges for material handling that uses any equipment: pallet jacks/forklifts, etc..
If you have any questions, please feel free to reach out to us at: email@example.com
Note: Sponsors have a separate shipping and delivery process. They pay for this service onsite and take priority over Maker shipments. If someone delivers your package and attempts to bill you, please alert your Area Manager.
If you need forklift assistance for your package, let us know in advance by emailing firstname.lastname@example.org
If you have any questions regarding shipping, please contact email@example.com and/or speak to your Area Manager during the event.
TIPS FOR OUT-OF-TOWNERS
What to Pack: The average temperature in D.C. this time of year is 74° F, but it can get chilly in the morning and at night. It is best to pack with layers in mind. Please wear comfortable shoes, bring a hat and wear sunscreen. Be sure to bring a jacket for the evenings. You may also want to bring rain gear just in case!
Accommodations:The official hotel of Maker Faire is Embassy Suites Hotel at the Chevy Chase Pavilion. The address, phone and group discounts and additional hotel information can be found on the Where to Stay page. Early booking is strongly recommended to secure your room as availability is limited. Maker Faire secures a limited number of discounted rooms for the event.
Nearby Airports: There are three major airports nearby: Ronald Reagan Washington National Airport (DCA), Dulles International Airport (IAD), and Baltimore/Washington International Thurgood Marshall Airport (BWI). Ronald Reagan Washington National Airport (DCA) is the closest to the event center and recommended hotels.
To assist you, we have provided addresses and directions for various Local Merchants and Resources near the event site.
PROMOTE – ADD MAKER FAIRE TO YOUR WEBSITE AND EMAIL SIGNATURES
Let the world know that you are an official Maker and will be exhibiting at Maker Faire! Maker Faire web banners and badges placed on your website will help spread the word about the upcoming Maker Faire. Visit our Promote page for logos, badges, “see me there” banners, postcards and more.
MAKER FAIRE TRAVELER PROGRAM
We welcome your help at the 2nd Annual National Maker Faire in D.C.! We offer a Maker Faire Traveler Program which helps you understand and support the Maker Movement. By becoming a Maker Traveler you can make a valuable contribution to the success of Maker Faire and enhance the Maker Movement in your community. You will experience the Maker Movement, learn about Maker Faire production and join the Maker Community. There are great benefits to this completing program. Visit the Maker Traveler Program page for more information.
Directions and Parking
There are many ways to get to and from Maker Faire. Please check Getting to Maker Faire for the most up-to-date information regarding routes, traffic and public transportation.
- University of the District of Columbia – Van Ness
- 4200 Connecticut Ave NW
- Washington D.C. 20008
- Website: http://www.udc.edu/about_udc/campus_map
Maker Check-In is located by the main entrance to UDC on Van Ness St NW. See the Check-In map here.
Maker Faire starts promptly at 11:00 am on Saturday and Sunday. Please keep traffic in mind and plan to arrive with enough time to park or walk from public transportation and to prep your exhibit.
The Van Ness-UDC Metro station, Red Line is right at the Faire. Just a few steps away!
Metrorail to close at midnight every night beginning June 3.
Please check Getting to Maker Faire as we will update as advisories as they come in.
For directions by Metro Bus, the following bus routes go to UDC:
- H2 – Crosstown Line
L1 – Connecticut Avenue Line
L2 – Connecticut Avenue Line
L4 – Connecticut Avenue Line
See www.wmata.com for schedules and additional information. Please check back, we will add more information soon.
There are two Capital Bikeshare stations near Van Ness-UDC both on Connecticut Ave NW. See here for locations.
There will be $5 all-day parking available at the University of D.C., entrance on Van Ness St.
There will be $5 all-day handicap parking available at University of D.C., entrance on Van Ness St (fills up fast).
Set Up and Load In Process
SET UP HOURS
- Friday, June 17: 12:00 pm – 5:00 pm
- Saturday, June 18: 8:00 am – 11:00 am
- Sunday, June 19: 8:00 am – 11:00 am
*We strongly recommend that you setup on Friday, June 17. Makers who need to work longer hours than listed must email firstname.lastname@example.org as soon as possible. Major construction must be completed on Friday, and all final touchups must be completed by 11:00am on Saturday, June 18.
The Maker Station is located by the main entrance to UDC on Van Ness St NW. See the Check-In map here.
Know your 5-Digit Maker Number so we can get you to your booth location. Login to your Maker Admin Tool to find your Project Number.
You and every member of your team must have passes in hand and ready for setup and entry at Maker Check-In.
Your Maker Entry Pass will be exchanged for a badge for in/out access on Friday through Sunday. All Maker assistants must have a Maker Entry Pass or ticket for entry onsite.
For safety purposes, we request that children under the age of 15 not be on the Maker Faire floor during setup or teardown hours.
On Friday through Sunday:
You must have a Maker Entry Pass to check in. The easiest scenario is entering with your badge, which you receive during setup. The check-in process can be found here.
Maker Faire starts promptly at 11:00 am on Saturday and Sunday. Please keep traffic in mind and plan to arrive with enough time to park or walk from public transportation and to prep your exhibit onsite.
Complicated Exhibits: Do you require additional setup time? Makers who need time outside the scheduled hours must make arrangements with the Maker Faire Production Team. Contact email@example.com.
Check In Process
IMPORTANT CHECK IN INFORMATION
- To streamline the check-in process, all Makers and assistants need to obtain their Entry Passes in advance through Eventbrite by following the instructions here.
- Makers not checked in by 10:00am on Saturday will forfeit their location.
- Please note: Commercial Makers are not Sponsors. If you paid a Commercial Maker or Non-Profit / Organization / Agency fee, follow the instructions above. Do not stop at Sponsor Check-In.
- Your Project Number: Your Project Number can be found in the subject line of your Acceptance Letter. Your Project Number is a 5-digit number that identifies which exhibit you are part of and helps us reference the details of your exhibit quickly. You must know your Project Number to check in. It’s important to ensure that all of your assistants know your Project Number, so that they may check in and find your location. Please pass it along.
BEFORE YOU ARRIVE ONSITE
- Obtain Maker Entry Passes and tickets in advance through Eventbrite by following the instructions here.
- Know your Project Number.
CHECK IN PROCESS
- During setup hours (see below): Show your Maker Entry Pass at checkin. Maker Check-In is located by the main entrance to UDC on Van Ness St NW. See the Check-In map here. If you arrive during Show Hours, please present your Maker Entry Pass at the main entrance.
- You will be given a Maker badge
- Your Area Manager will officially check you in and direct you to your exact location.
Maker Service Center and Check In Station Hours:
Please check back, we will add more information soon.
The Maker Service Center will:
- be able help all lost Makers locate their area and Check In Station
- provide carts to help you load-in/load-out
- answer any questions you may have including Maker ticketing questions
During the Event
Area Managers: Each area of Maker Faire will have a designated Area Manager and Check In Station where you will check in on your arrival day. Your Area Manager will be available to answer any questions and assist you with your setup. Your Check In Station will have their contact information in case a need arises.
Breaks: Each Maker exhibit should be staffed at all times by you or a colleague. If you do not have an assistant and you need a short break, please notify the Area Manager and we will do our best to assist you in finding someone to watch your exhibit. If you need to be away from your exhibit for an extended period of time, please notify the Area Manager.
Electrical: During the event, if you have a problem with your power, please report it immediately to your Area Manager.
Refreshment: No outside food or beverages are permitted based on the rules of the Event Center. Concession stands will be open during the show and the cafeteria will be open for setup on Friday. Vendors, promoters, Makers, or guests are not permitted to sell or give away food or beverage items without permission and obtaining a health permit. Alcohol is not permitted to brought onto the property. Contracted Maker Faire concessionaires have the exclusive right to provide all food and beverages, including the sale of alcohol. Only approved Commercial Food Makers can offer samples under 2oz or sell pre- packaged items intended for consumption off-site.
Child Safety: Maker Faire is a family event. We appreciate your assistance in keeping Maker Faire a safe environment for the children attending the event. For safety purposes, we request that children under the age of 15 not be on the Maker Faire floor during setup or teardown hours. During Maker Faire, if your exhibit has hazardous materials or has elements of concern, please take the time to inform parents and children of safe practices for your exhibit.
Pets: For the safety and well being of our four-legged friends, please leave your pets at home. There are loud noises, many moveable parts, fire elements, and large crowds, all of which do not create a safe environment for pets.
Security: Maker Faire Production will maintain 24-hour roaming perimeter security Friday thru Sunday. If it is valuable, take it with you!
Emergency: In the event of a medical emergency, notify your Area Manager, security personnel, or anyone with a radio or walkie-talkie. They will contact the on-site EMT personnel, who have a direct line to the D.C. Response Dispatch. If someone dials 911 from their cell phone, the above procedure still needs to be followed for the best possible care, as this will expedite the response of medical assistance. Please report all incidents to the Maker Faire Security team.
First Aid Facilities: The Maker Faire Production Team has arranged to have an EMT on-site, Friday thru Sunday during Maker Faire setup and show hours.
Evacuation: Should the need to evacuate arise, staff and visitors will be notified by Security Personnel. Stay calm. Immediately stop any demonstrations or presentations. Do not try to dismantle your exhibit. Even if you cannot see any obvious reason for the alarm calmly make your way to the nearest exit, encouraging others to follow you outside. Once outside, move away from buildings and keep emergency access routes clear. When the necessary authorities deem it safe to reenter the buildings and facility, Makers will be granted access prior to members of the public.
Please use recycling stations for aluminum cans, plastic bottles and cups, glass bottles and jars, all types of clean paper, plastic containers # 1 thru # 7, steel and scrap metal, and packing materials. At this time we cannot recycle plastic bags, Styrofoam, or plastic utensils. There will also be an area for corrugated cardboard. Please break down all cardboard for easy stacking and transporting. Additionally, compost bins will be available for all food items. Recycling stations will be located throughout the grounds, and we ask that you do not separate the bins from each other.
You are responsible for cleaning up your exhibit area and ensuring it is recycled or trashed. Please do not leave any garbage in your exhibit space.
Ask a Maker Faire crewmember for assistance if you have a large load that needs to be carried by a vehicle or if you require bins at your exhibit. If you have “free stuff” for giveaway, please identify it accordingly for those who can reuse it! We encourage you to use materials other than styrofoam or packing peanuts for packaging. Let’s all work together to reduce Maker Faire’s environmental footprint by thinking about the products we use and how to best dispose of them. If you have any special items you are unsure of how to dispose of, please contact Maker Faire at firstname.lastname@example.org.
The average high temperature in Washington D.C. this time of year is 74° F, but it can get chilly in the morning and at night. The weather in previous Maker Faire years was clear, warm, and sunny. In the case of rain, the show will go on!
Sunday Load Out
At Maker Faire, we’re striving to reduce our waste through our Pack In, Pack Out, Leave No Trace Sustainability Principles. Thank you for joining our efforts.
Teardown: Teardown begins after 6:00 pm on Sunday. All exhibits must be intact and open to the public until that time. Teardown ends 9:00pm on Sunday. Any load out and teardown on Monday must be arranged by appointment by emailing email@example.com.
Exhibits must be removed by 9:00 pm on Sunday night. If you know in advance that your exhibit requires more strike time, storage, or is queued for shipping off the grounds email firstname.lastname@example.org.
For exhibits who require Monday load-out, please email email@example.com.
If you will need heavy equipment assistance on Sunday, the hours are limited, must be completed before 9:00 pm, and must be scheduled in advance. Email firstname.lastname@example.org and provide details about your teardown needs.
Vehicle Access: Vehicles will not be allowed to line up outside the gates until after 6:00 pm on Sunday, or until the University of D.C. determines it is safe to do so.
Return Shipments: Please make appropriate arrangements for a Sunday evening load-out. SLI freight is the only courier service with freight access at the venue. Find more shipping information in our Shipping section. The University of the District of Columbia and the Maker Faire Production Team will not be held responsible for any items left at the site after 9:00 pm on Sunday, June 19.
Bring packing tape and shipping labels to the site if you plan to ship materials from your exhibit. You must have all packages fully packed, labeled and ready for pickup.
- Print your bill of lading or shipping label before you leave your hotel. We do not have the ability to print them out onsite.
- You must call the shipper to arrange pick up – even if you know another exhibit is using the same company. They will not pick up your package, unless you make your own call.
Disposal: Recycling, paper, bottles and glass, non-toxic waste, and general trash receptacles will be available. If you require extra trash bins at your exhibit, let us know. We appreciate your exhibit area being cleared completely. You are responsible for correctly recycling and removing all waste from your exhibit space. If you have any special items you are unsure of how to dispose of, please contact Maker Faire at email@example.com.
Frequently Asked Questions
Maker Entry Passes and Ticketing
- How do I get my entry passes? How many do I get? What’s the process?
- I can’t find my promotional codes to get my passes. What do I do?
- One of my assistants changed. How do I change the Maker Entry Pass to the new name?
- Do I have to print my pass or can I bring my e-ticket on my phone or tablet?
Maker Directions and Parking
- Where is Maker Faire? How do I get there?
- What public transportation is available?
- Where can I park?
- Where is the handicap parking located?
- Will you have bike parking?
Maker Station and Location
- When can I setup?
- How and where do I check in?
- What’s my exhibit location?
- What is the Maker Service Center?
- How do I find my Project Number? Why do I need to know it? Why do I need to tell everyone working at my exhibit?
Exhibit Questions, Changes or Setup Requests
- How do I make changes to my exhibit – electrical, tables/chairs, space size, etc.?
- How do I figure out how much electrical power I will need onsite?
- How do I change my exhibit’s description, photo, or bio on the Maker Faire website?
- I have a special request. Who do I email or how can I let the production team know?
- How do I know if I need to fill out a Safety Plan?
- What is the difference between a General Safety Plan and a Fire Safety Plan?
Exhibit Questions, Changes or Setup Requests
Please email firstname.lastname@example.org to make any special request.
How do I know if I need to fill out a Safety Plan?
If you’re concerned your exhibit might put the attendees or your exhibit team at risk, please bring any and all concerns to our attention. Email email@example.com. We will advise you as to whether or not a safety plan is needed.
Safety concern examples: you or your exhibit has chemicals, gas, or other items of that nature; your exhibit has activity or might require safety barricades; an attendee at your exhibit might potentially get hurt in any way; etc.
What is the difference between a General Safety Plan and a Fire Safety Plan?
Fill out the General Safety Plan for all general safety issues which do not include concerns about fire or flammable materials. Complete the Fire Safety Plan if heat elements or fire of any size, including candles, small flames, burners, etc. are part of your exhibit. If you’re unsure, email us at firstname.lastname@example.org. It’s important to us that Maker Faire is safe, and we appreciate you checking with us.
I’m a first-time Maker, do you have any advice for me?
1) Watch this video made by a Maker during Maker Faire Bay Area 2012.
2) Read through the Maker Toolkit; There’s a ton of great information in there. If you still have questions, contact us at email@example.com
I haven’t heard anything from Maker Faire. Am I missing any messages?
Our emails might be in your spam or junk folder. Please check that folder, and add firstname.lastname@example.org to your contacts.
Your first message should have arrived immediately after you submitted your entry form. Your next message will arrive before the end of May with news about your acceptance. After that, we will send a message about once a week with updates and reminders about the process leading up to Maker Faire.
If you still can’t find any messages, email email@example.com.
Rules and Regulations
As guests at the University of the District of Columbia and Fairgrounds and the local area, we must abide by all regulations of a public facility. These are designated primarily to ensure public safety, and we thank you for your cooperation in complying with these rules and regulations.
- No drilling of holes, attaching to, or painting of the floor, or any other defacement to floors or walls. When such damage occurs, the Maker is solely responsible and is liable to the owner of the property.
- Signage and/or decorations may not be taped, nailed, tacked, stapled, or otherwise fastened to any wall, ceiling, column, stone, window, drape, or painted surface in any area inside the building or on the premise without advance permission.
- No tents are allowed in any building.
- Do not insert stakes in the ground without specific permission, as it could be costly and dangerous. There may be wire or gas lines underground that will be damaged.
- No exits, fire-fighting equipment, or emergency equipment can be blocked or obstructed at any time. Fire extinguishers and fire-hose cabinets must remain visible & accessible at all times.
- Sufficient space must be provided within the booth for the comfort and safety of persons watching exhibits, demonstrations, displays, or workshops.
- Exit and Aisles: Aisles must be kept clear of all displays and equipment. Entrance and exit doors shall remain unobstructed at all times.
- Electrical Devices: All electrical devices with three-wire supply cords shall utilize “UL” ground receptacles. All electrical extension cords must be of heavy-duty three-wire construction.
- Fireproofing: All draperies, decorations, and materials must be flame-proofed in accordance with local fire code. Materials may be inspected and/or tested by the Fire Marshall at anytime.
- Hazardous material must be disclosed. All hazardous materials must be properly disposed of. Materials such as grout, mortar, tape compound, etc. cannot be poured down the facility drains. The facility will not accept dumped building materials or electronic waste; you are responsible for the removal of these items.
- Exhibit storage cartons and crates, combustible waste materials, empty cardboard boxes, etc. must be removed from the building and cannot be stored behind the back drapes or display wall.All building materials, supplies, etc. must be taken away after teardown. The facility will not accept dumped building materials or electronic waste; you are responsible for the removal of these items.
- Propane and Helium will not be permitted without prior review and approval.
- Indoor Display Vehicles and Motorized Display Items: Fuel level must not exceed ¼ tank and must be less than 3 gallons. Vehicles/items must be inspected and approved before entering the exhibit building. Once located in the exhibit space, the negative battery terminal must be disconnected, and the fuel tank cap must be taped or locked.
- Combustibles Kept Outside: Additional supplies and inventory must be kept in closed containers and stored in a neat and compact manner.
- Food Makers need to comply with all Health Code Regulations and cannot serve samples unless arrangements have been made for permission to do so.
- Do not endanger or harm any person, property, or the environment, including all the San Mateo County Event Center property, including the parking lot, entrance ways, ticket booth areas, and other areas used by Maker Faire or its employees, contractors, agents, members, or guests.
- Management reserves the right to restrict exhibits, displays, demonstrations, presentations, or workshops that become objectionable because of noise, method of operations, materials, safety, or any other reason.
- The District of Columbia Fire Marshall reserves the right to make any final decision regarding the layouts and floor plans and has the authority to close down and/or fine any exhibit not in compliance.
Every participant, employee, agent, or contractor connected with the use of the premises shall abide by, conform to, and comply with all the laws of the United States, the District of Columbia, as well as all rules and regulations of the Police and Fire Departments of the District of Columbia and make no violation or breach of peace.
Exhibits must be in compliance with Americans with Disabilities Act (ADA) is a legal requirement for public facilities. This law became effective in January 1992. It requires access for disabled persons. A Guide to the Disability Rights Laws can be found at http://www.usdoj.gov/crt/ada/cguide.pdf
Insurance: It is your responsibility to ensure the safety and security of your exhibit and its components, visitors within your exhibit area, and your personnel. Reasonable precautions will be taken to protect your property, but Maker Media Inc., Maker Faire, and the University of the District of Columbia assume no responsibility for any losses due to fire, theft, accident, or other causes.
MAKER FAIRE SAFETY TEAM
To help us produce a fun and safe environment for Makers and the many attendees, the members of our Safety Team will assist in monitoring our safety program throughout Maker Faire. All individuals who would like to participate in any interactive activity at Maker Faire are asked to read and sign a waiver. If your exhibit has an activity, please make certain that each attendee is wearing an Activity Wristband prior to joining the activity. Please direct attendees to the nearest Activity Wristband Station or Information Booth to obtain a wristband.
FIRE AND SAFETY
Note: The following are industry standard rules that require full compliance.
Fire Hazard Notification & Special Permits: As a Maker, if you intend to display, operate, or use any of these items shown below, you must obtain prior approval from the Maker Faire Production Team:
- Heat-producing or open-flame devices, candles, lamps, etc.
- Electrical, mechanical, or chemical device deemed hazardous by the Fire Department
- Internal-combustion engines
- Flammable liquids, compressed gasses, or dangerous chemicals
All Maker Safety Plans must be submitted to the Maker Faire Production Team by June 10. The District of Columbia Fire Marshall reserves the right to make any final decision regarding the layouts and floor plans and has the authority to close down and/or fine any exhibit not in compliance.
Release and Consent
TERMS AND CONDITIONS OF PARTICIPATION (FROM ENTRY FROM) If accepted, Maker Media, Inc. agrees to the participation of the person or organization identified below (“Maker”) in National Maker Faire 2016 (“Maker Faire”), and the Maker agrees to participate, in accordance with terms of this Agreement. In this Agreement, “we” or “us” means Maker Media, and “you” means the Maker identified below. “Exhibit” means the display and/or demonstration, presentation, performance, and/or other activities and materials that you provide or present in the space or work area assigned to you by us at Maker Faire. We reserve the right to refuse your participation or reject your application without cause.
Your participation creates a Contract that limits the liability of Maker Media, Inc.; the Maker Faire sponsors, suppliers, concessionaires, staff, booth exhibitors, and venue; and each of their respective officers, directors, employees, representatives, affiliates and owners (collectively and individually, “Promoters”). You agree to all of the following provisions, which are part of the Contract:
RULES and LAWS: You agree to comply with all applicable laws, the Maker Toolkit, and any other requirements, and/or rules & regulations issued by us in connection with Maker Faire. You are responsible for obtaining any permissions required for your performance, distribution, or posting of copyrighted material; for obtaining any necessary licenses and permits; and for payment of all taxes (including sales and use taxes), license fees, or other charges applicable to your participation in Maker Faire. We may terminate this Agreement and/or your participation in Maker Faire if you violate this Agreement, or the standards of conduct established by us or by the venue proprietor.
ACKNOWLEDGEMENT OF RISK. By using a ticket or entry pass and participating in Maker Faire exhibits and activities, you assume all risks to you and your children of attending and participating in the Maker Faire. You acknowledge that Maker Faire exhibits and activities are inherently hazardous, and that risks to you and your children include physical injury, including death, and property damage and loss. You are solely responsible for supervising and controlling the children in your party and ensuring their safety.
RELEASE OF LIABILITY: You hereby release the Promoters, and each of them, from any and all liability, including but not limited to (1) damage to or loss of your property, (2) harm, injury and death to yourself and your children, and (3) all risks resulting from negligent or incorrect instruction or supervision by Promoters or anyone providing a booth or activity. This release is intended to discharge in advance all liability related to your and your children’s participation in the Maker Faire, even though that liability may arise out of negligence, carelessness, or other conduct on the part of Promoters or third parties. This release of liability applies to your successors and heirs.
LIMITATIONS ON LIABILITY — INDEMNITY: You agree that we will not be liable in any way to you if we cancel Maker Faire. You waive any claim or potential claim against us if Maker Faire is cancelled, and release us from any resulting or related liability, cost, expense, or damage. Neither you, nor we, our affiliates, or the venue proprietor (collectively, the “Event Providers”) will be liable for lost profits or other indirect, incidental, consequential, or exemplary damages in connection with Maker Faire and/or this Agreement, whether or not such Event Provider or you have been advised of the possibility of such damages or lost profits. Neither party’s liability in connection with Maker Faire, or under this Agreement (except for your indemnity obligations), exceeds three thousand dollars ($3,000). No Event Provider shall be liable to you for any damage, loss, harm, or injury to your person, property, or business, or any of your visitors, officers, agents, or employees, resulting from theft, fire, earthquake, water, unavailability of facilities, any errors or omissions in Maker Faire-related materials, insufficient participation, accident, or any other reason in connection with Maker Faire or related activities (such as staging), except to the extent directly attributable to our willful misconduct or gross negligence. You agree to indemnify, and hold harmless the Event Providers from and against any claim, cost, expense, loss, liability, or damage incurred as the result of any third-party claim based on (i) your construction or maintenance of an unsafe Exhibit, and/or (ii) your (or your agent’s) negligence or willful misconduct, and/or (iii) your material breach of this Agreement.
MISCELLANEOUS: This Agreement (including the Maker Toolkit and any accompanying Addendum) constitutes the final, complete, and exclusive agreement between you and us. This Agreement is made in consideration of the parties’ mutual promises contained in it. This Agreement may only be modified by the parties’ express written agreement, signed by both of them. You are an independent contractor and not our agent or employee. This Agreement will be interpreted under the District of Columbia law applicable to contracts made and performed by the District of Columbia residents in the District of Columbia. Any action to enforce this Agreement must be brought in to District of Columbia court located in the District of Columbia, and the parties agree to the exclusive venue and jurisdiction of these courts. You are not permitted to assign or otherwise transfer your rights or obligations under this Agreement to anyone else. The Limitations on Liability section (above) of these Terms and Conditions of Participation, shall survive the termination or expiration of this Agreement.
PHOTOGRAPH, RECORDING AND PUBLICITY RIGHTS.You and your Exhibit may appear in recordings of Maker Faire and related promotional or documentary materials. Your rights are waived to any images and/or recordings you may appear in while at Maker Faire and any/all related promotional or documentary materials.
You acknowledge that Maker Faire, including the Exhibit(s), may be recorded in audio, visual, and/or audiovisual media by us and/or our licensees, and you consent to the making and use of such recordings by us and/or our licensees for any purpose, such uses including without limitation the transcriptional, modification, reproduction, public display, distribution, broadcast, and transmission in any form. You release us, and our licensees, from and waive any claims related to or arising by reason of the making and/or use of any such recordings. You grant us and our licensees, the right to use, in connection with the promotion and production of Maker Faire, your name, likeness, and any trade name and/or logo. The provisions of this paragraph will survive termination of this Agreement.
FILMING AT MAKER FAIRE: All Media, film and photography crews must register via the Maker Faire Media Page. Photography and videography at Maker Faire Events is not permitted without press credentials and a Camera Tag provided by the Maker Faire Media Department. Press credentials and camera tags are issued at the discretions of Maker Faire and can be withdrawn at any time if misused.
By signing below, you confirm that you have read this Agreement and that you understand and agree that your compliance with this Agreement is a condition of your participation in Maker Faire, and i) if you are signing on behalf of yourself as an individual, you warrant and represent that you are over 18 years of age, and ii) if you are signing on behalf of an organization (including a business), that you are fully authorized to execute this Agreement on behalf of the organization.
More info coming soon!